Description

The role is a full‑time, in‑person Executive Assistant position located in Miami, FL. The EA supports multiple transaction professionals in a fast‑paced environment, handling administrative tasks, travel arrangements and calendar management while collaborating with internal team members, clients and vendors.

Key responsibilities include providing comprehensive administrative support—travel, itineraries, meeting agendas and calendar coordination—acting as a “barometer” to keep the team aware of upcoming commitments, and serving as the “Gateway” to improve scheduling efficiency using Eastdil Secured software. The EA also manages expense tracking, gift and entertainment policies, and prepares correspondence and presentations.

Office management duties involve supporting the off‑site Facilities Manager, ordering supplies and snacks, maintaining equipment, coordinating food and luncheon orders, and handling logistics for new‑hire onboarding such as desk, phone and computer setup.

Deal administration tasks require supporting transaction and deal teams by managing internal databases, assisting with marketing material distribution, performing data reporting, coordinating with counsel, and overseeing end‑to‑end deal processes including closing dinners and promotional items.

Event management includes planning and executing small local events—closing dinners, happy hours, golf outings—tracking budgets, attendees, venues and transportation, securing Gift & Entertainment approvals, and acting as the onsite coordinator on the day of the event.

• Provide administrative support to transaction professionals, managing travel, itineraries and calendars.
• Act as a “barometer” to keep the team informed of upcoming commitments and responsibilities.
• Serve as the “Gateway” to improve team scheduling efficiency using Eastdil Secured software.
• Track expenses, submit expense reports, and handle client gifts and entertainment per policy.
• Edit and format presentations and documents in PowerPoint, Word, Excel and PDF.
• Assist with personal requests such as personal travel and errands.
• Back up other Executive Assistants and collaborate across multiple offices.
• Support office operations: inventory, supply orders, equipment maintenance and food planning.
• Manage new‑hire onboarding logistics, including desk, phone and computer setup.
• Administer deal processes: maintain databases, distribute marketing materials, and coordinate with counsel.
• Coordinate closing dinners and related event logistics, including promotional items.
• Plan and execute small events, managing budget, attendees, venues and risk.
• Obtain Gift & Entertainment approvals and act as onsite event coordinator.

Requirements

A bachelor’s degree is preferred, and candidates should have at least five years of corporate experience supporting senior‑level executives. Bilingual proficiency in Spanish is strongly preferred.

The ideal candidate demonstrates strong organizational and interpersonal skills, expert written and verbal communication, proactive problem‑solving, emotional maturity, and the ability to work both independently and as a team player. Technical proficiency includes MS Office, Teams, Zoom, Apple devices, and experience with Concur is a plus.

This description does not encompass all duties, which may change with or without notice. Eastdil Secured does not sponsor visas; candidates must be eligible to work in the United States without sponsorship now and throughout employment.

• Bachelor’s degree preferred; 5+ years supporting senior executives.
• Bilingual Spanish proficiency strongly preferred.
• Demonstrate strong organizational, interpersonal and communication skills.
• Proficient in MS Office, Teams, Zoom; Apple device required; Concur experience a plus.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance